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“Sorry it’s gone to the wrong person; can you resend it to….”

We regularly need to send emails to specific departments or contacts to approve a Quote, Order or Invoice and I have often heard clients and customers voicing their impatience stating they are waiting for a response due to an email going to the wrong person.

Sending a document to the wrong contact usually means it needs to be redirected internally which causes avoidable delays that can negatively impact new business or worse still, cash flow.

Microsoft have recently made some excellent enhancements to Business Central to allow you to deal with multiple contacts who may be responsible for different areas of operation.

Grow your Business with Microsoft D365 Business Central - Download Guide

The upshot is that you can now improve response times from your contacts when sending out documents and we all know what time equals!

Two Easy Steps to efficient document distribution:

The enhanced functionality within Business Central enables you to define contacts per document so you can automatically send your statements to Accounts, Purchase Orders to the Sales Team, Sales Orders to the Purchasing Team and so on.

There are two areas within Business Central where setup is required which are;

  • Contact Setup
    • Add multiple contacts to your Accounts and specify their area of responsibility.
Multiple contacts to your accounts and specify their area of responsibility_Columbus UK

  • Document Layout
    • Select which documents are sent to which contact.

    Document layout_Columbus UK

Once you have been through these simple steps no further manual intervention is needed, your documents go to the right person, first time every time.

Microsoft Business Central eBook_Columbus UK

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Can you remember when you set up the data in your current NAV or Business Central system?  Whether this happened many years ago or more recently, an important part of the process was to include master data and opening balances.  Hopefully, you did not enter this large volume of data manually!  Instead, you would have populated Excel spreadsheets with your data and then used the data migration functionality within Business Central to simply validate and import that data into your system.
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